Project Management Office (PMO) Executive

UBCT; Batu Kawan; On-site; MYR 60,000 - 90,000; Full time

Job summary

UBCT is seeking a PMO Executive in Malaysia to drive governance and performance across automation projects. You will partner with Project Managers and cross-functional teams to keep projects on track, with risks visible and updates provided to management.

Ideal candidates will have a PMO/coordination background, strong analytical and communication skills, and experience preparing dashboards and progress reports.

Qualifications

• 3–5 years of PMO/coordination experience.
• Experience in industrial automation, engineering, manufacturing or project-based environments is a plus.
• Solid understanding of project lifecycle, governance and reporting.
• Ability to prepare dashboards and management presentations.
• Proficient with Excel, PowerPoint and Word.

Responsibilities

• Support development and improvement of PM standards, processes, tools and templates.
• Ensure governance, reporting standards and internal processes are followed.
• Assist PMs in developing and maintaining project plans, schedules and resources.
• Coordinate information across multi-team projects to meet timelines.
• Track milestones, risks, issues, dependencies and actions.
• Prepare dashboards, status reports and management updates.
• Monitor timelines and flag delays or critical issues.
• Support tracking of budgets, forecasts and resource utilization.
• Assist with cost analysis and identify budget/resource gaps.
• Maintain risk and issue registers with mitigation owners.
• Escalate significant risks and delays to stakeholders.
• Maintain project documentation, meeting minutes and action trackers.
• Ensure documentation traceability for governance and audits.
• Support project reviews and capture lessons learned.
• Identify opportunities to improve visibility and delivery performance.

Skills

PMO experience

Project coordination

Stakeholder management

Analytical thinking

Time management

Communication

Multitasking

Ownership

Education

Bachelor's degree in Business/PM/Engineering or related

Tools

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Dashboard tools

Job description

Project Management Office (PMO) Executive

Want to build your project management career while gaining visibility across multiple real-world automation projects? Join us as a PMO Executive and work at the centre of project governance, planning and performance — partnering with Project Managers and cross-functional teams to keep projects on track, risks visible and management informed.

Key Responsibilities

Support the implementation and continuous improvement of project management standards, processes, tools and templates.

Ensure projects follow established governance requirements, reporting standards and internal processes.

Support Project Managers in developing and maintaining project plans, schedules, milestones and resource requirements.

Coordinate project information and activities across multiple teams to ensure alignment with key timelines and deliverables.

Track and consolidate project progress, milestones, risks, issues, dependencies and action items across multiple projects.

Prepare clear and timely project dashboards, status reports and management updates.

Monitor project timelines and highlight delays, deviations and critical issues requiring management attention.

Support tracking of project budgets, costs, forecasts and resource utilization.

Assist with project cost analysis and identify potential budget or resource gaps for follow-up.

Maintain project risk and issue registers, ensuring mitigation actions, owners and deadlines are properly tracked.

Escalate significant project risks, delays and unresolved issues to the relevant stakeholders.

Maintain accurate project documentation, meeting minutes, decisions, action trackers and project records.

Ensure project documentation is properly maintained for traceability, governance and audit readiness.

Support project review and post-project evaluation to capture lessons learned and improvement opportunities.

Identify opportunities to improve project visibility, reporting efficiency and overall project delivery performance.

Job Requirements

Bachelor's Degree in Business, Project Management, Engineering or a related discipline.

Minimum 3–5 years of experience in PMO, Project Coordination, Project Management Support or a related role.

Experience working in industrial automation, engineering, manufacturing, technology or project-based environments is an advantage.

Good understanding of project management methodologies, project lifecycle and governance principles.

Experience in tracking project schedules, milestones, risks, issues, budgets and action items.

Able to prepare and maintain project dashboards, reports and management presentations.

Strong proficiency in Microsoft Excel, PowerPoint and Word; experience with project management or dashboard tools is an advantage.

Strong analytical and problem-solving skills, with the ability to identify trends, gaps and potential project risks.

Excellent organization and time-management skills, with strong attention to detail.

Able to manage and prioritize information across multiple projects simultaneously.

Strong communication, coordination and stakeholder management skills.

Confident working with Project Managers, cross-functional teams and management to follow up on project commitments and actions.

Proactive and disciplined with a strong sense of ownership and follow-through.

Able to work independently while collaborating effectively in a fast-paced, project-driven environment.

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